Shareholder Records Specialist II

Calista Corporation•Anchorage, AK

About The Position

The Shareholder Records Specialist II will carry out stock transfer activities for gifting, reissue and transfer cases for Class A and B shares using Calista Corporation’s shareholder management software system; work closely with the Shareholder Records Specialist I for stock transfer data gathering. ESSENTIAL FUNCTIONS: Maintain awareness of Calista’s cyber- and information-security standards and protocols related to protection of Personally Identifiable Information and the transmission, storage and retention of data. Must have a strong knowledge base of the Shareholder Records Specialist I position and functions. Serve as point of contact for stock transfer cases and organizations or individuals who are guardians or conservators of shareholders who own Class A and B shares. Enter and update shareholder and custodian, guardian, and conservator information in the database; verify accuracy and ensure proper documentation has been provided. Enter and update entity information in a shareholder records management system to achieve accurate and timely stock transfers, identify and confirm voting status, and establish reissued certificate numbers and document name changes or corrections. Upon verification of death, mark Class A and Class B Shareholders deceased and begin data gathering for stock transfer cases. Pursue documentation of death for cases requiring non-routine methods. Engage in follow up activities related to stock transfers such as proofreading and confirming receipt of all required information. Consult with Shareholder Services Supervisor, Shareholder Services Manager or the Legal department when guidance is required. Initiate stock transfer activities and once complete, prepare stock transfer authorizations for review and approval by the Shareholder Services Manager before submitting requests for review and approval by the Legal department and Vice President of Corporate Affairs. Run balance system reports at the beginning and ending of a business day and prior to and after stock transfers to ensure accuracy of stock management records. Coordinate with Shareholder Services staff to ensure accurate and timely notifications of completed stock transfers to affected parties including inheritors or fiduciaries of inheritors. Respond to Shareholder, rightful heir and giftee inquiries relating to stock transfer cases, both verbally and in writing. Follow internal processes to identify the status of minor shareholders as State Wards. Generate monthly minor/major reports and prepare approval documents to reissue certificates for those who have reached the age of majority. Engage in activities that will lead to dissemination of information to all Calista Shareholders. Travel to rural Alaska as needed up to four times a year for a week at a time.

Requirements

Knowledge of Alaska Native Claims Settlement Act (ANCSA) and ability to adhere to Alaska statutes related to inheritance, stock management, and Shareholder records.
Knowledge and ability to accurately complete stock transfers.
Ability to maintain confidentiality of Shareholder and company information.
Ability to adhere to corporate policies and procedure including employee handbooks and safety rules.
Basic administrative skills and ability to perform related tasks and use general office equipment such as computer, scanner, fax, phone, copier, etc.
Ability to perform basic mathematical computations including adding, subtracting, multiplying and dividing using whole numbers, common fractions and decimals; detect unobvious facts and issues and exercise resourcefulness in resolving problems.
Excellent interpersonal skills to work effectively and cooperatively with others.
Exceptional time management skills with ability to work independently with minimal oversight.
Strong professional customer service skills, including active listening, prompt service and follow-up.
Effective oral and technical written communication skills to effectively and clearly communicate and present complex information to others.
Basic knowledge of Microsoft business software applications presently used by the Company. Ability to learn new applications.
Ability to type accurately at least 45 WPM and use keyboards and 10-key by touch.
Ability to work quickly with high levels of accuracy while entering data into computer software applications.
Ability to adapt to changes in tasks in the work environment; manage competing demands and change approach to best fit the situation. Must be able to deal with frequent delays and unexpected tasks as assigned.
Ability to participate actively in team meetings.
Ability to work in a detail oriented, proactive and collaborative team environment; and ask for and offer help when needed.
Ability to exercise sound judgment and make appropriate decisions.
Ability to maintain a professional appearance.
Ability to work in a Native Corporation multi-business environment.
Must be willing to take on-going educational courses to stay technically current.
Willingness to work a flexible schedule during peak periods.
Associates degree in Business Administration or related field; or technical or vocational certification in office administration; or equivalent related experience.
Three or more years of administrative or customer service experience requiring high levels of accuracy.
Proven work experience requiring the use of a computer and business software such as Microsoft Office Suite.
A sound understanding of Calista Corporation and Calista’s functions.

Nice To Haves

A sound understanding of or willingness to learn about and respect the Calista region, our communities, entities, culture, and especially Calista Shareholders and their descendants.
Familiarity with Calista values strongly preferred.
Fluency in Yup’ik/Cup’ik and English languages preferred.
Ability to pass a drug, credit and background screening.

Responsibilities

Maintain awareness of Calista’s cyber- and information-security standards and protocols related to protection of Personally Identifiable Information and the transmission, storage and retention of data.
Must have a strong knowledge base of the Shareholder Records Specialist I position and functions.
Serve as point of contact for stock transfer cases and organizations or individuals who are guardians or conservators of shareholders who own Class A and B shares.
Enter and update shareholder and custodian, guardian, and conservator information in the database; verify accuracy and ensure proper documentation has been provided.
Enter and update entity information in a shareholder records management system to achieve accurate and timely stock transfers, identify and confirm voting status, and establish reissued certificate numbers and document name changes or corrections.
Upon verification of death, mark Class A and Class B Shareholders deceased and begin data gathering for stock transfer cases.
Pursue documentation of death for cases requiring non-routine methods.
Engage in follow up activities related to stock transfers such as proofreading and confirming receipt of all required information.
Consult with Shareholder Services Supervisor, Shareholder Services Manager or the Legal department when guidance is required.
Initiate stock transfer activities and once complete, prepare stock transfer authorizations for review and approval by the Shareholder Services Manager before submitting requests for review and approval by the Legal department and Vice President of Corporate Affairs.
Run balance system reports at the beginning and ending of a business day and prior to and after stock transfers to ensure accuracy of stock management records.
Coordinate with Shareholder Services staff to ensure accurate and timely notifications of completed stock transfers to affected parties including inheritors or fiduciaries of inheritors.
Respond to Shareholder, rightful heir and giftee inquiries relating to stock transfer cases, both verbally and in writing.
Follow internal processes to identify the status of minor shareholders as State Wards.
Generate monthly minor/major reports and prepare approval documents to reissue certificates for those who have reached the age of majority.
Engage in activities that will lead to dissemination of information to all Calista Shareholders.
Travel to rural Alaska as needed up to four times a year for a week at a time.